Group Reregistration

Registered student groups at the University of Alberta are expected to reregister on an annual basis to maintain their recognition. This ensures that incoming executives complete necessary training, and that vital information about the group is passed on to Student Group Services. Through registration, you are able to prove that your group is in compliance with the requirements of Student Groups Procedure, and additionally with Bylaw 5100 for UASU groups and GSA Bylaw for GSA groups.

Who should complete reregistration?

The incoming president should complete reregistration. As president, you are responsible for the accuracy of your submission and will be expected to resubmit it with updated information if requested. You are also responsible for conveying information in the form to your team. The form should not be completed by a member of the outgoing team, or by an executive who is not responsible for the group’s overall operations.

Where is the form submitted?

As of July 2025, reregistration will be submitted via Rubric, our new student group management platform.

To access the reregistration form, follow the instructions available on this page.

What do I need to do to re-register?

Step 1: Review Essential Policies and Procedures

The following pages contain important information about student group recognition at the University of Alberta and should be reviewed by the incoming team. These will also be covered during Group Leader Orientation: Essentials.

• UAPPOL Student Group Procedure - for all registered student groups
• Students’ Union Bylaw 5100: Student Group Conduct - for UASU-recognized groups only
• GSA Governing Documents - for GSA-recognized groups only

Other important policies and links can be found on the SGS resource hub and on the University of Alberta’s student group hub.

Step 2: Complete Group Leader Orientation and Event Organizer Training

As of April 2025, all student groups must complete Group Leader Orientation training BEFORE submitting their student group registration. Group Leader Orientation courses must be completed by the following executives:

• GLO Essentials - Completed by the group’s President or equivalent role responsible for overseeing the group.

• GLO Finances - Completed by the groups treasurer, VP Finance, or equivalent role responsible for handling money. As all groups must have at least two signing authorities, we will not accept GLO Finances completion from the President only. We highly recommend that all signing authorities complete GLO Finances. If your group does not handle money, you are exempt from completing this module.

• GLO Skills - One module must be completed by any of the executive team. We recommend that each executive completes a GLO Skills module that is relevant to their portfolio.

Please confirm the date that relevant executives completed GLO BEFORE beginning registration.

You can self-enroll in Group Leader Orientation by clicking this link.

Please also confirm that at least two executives completed Event Organizer Training (EOT) BEFORE beginning registration. Completion is valid for two calendar years from the date it was completed. 

You can find more information about Event Organizer Training and how to enrol by clicking this link.

Step 3: Prepare necessary documents for submission

The following documents must be completed based on templates provided by SGS. All templates and resources can be found in our resource drive.

• U of A Liability Agreement  - all groups must complete this document for registration
• UASU Liability Agreement - for groups who are eligible for UASU recognition
• GSA Liability Agreement - for groups who are eligible for GSA recognition
• External Affiliate Letter - for groups who are affiliated with an external organization

The following documents must be obtained from other units or service providers. Not all groups will have these items.

• Certificate of Insurance - for groups who have insurance; this would be provided to you by your insurance provider.
• License Agreement - for groups that have an agreement to use University of Alberta trademarks outside of generally permitted ways; this would be provided to you by the Office of External Relations.

The following information will need to be added to the form during reregistration and should be kept up to date via Rubric throughout the year.

• Officer roster - a roster of your group’s executives and directors must be submitted by adding users to your Rubric roster. You will need their ualberta email address to proceed.
• Membership roster -  a roster of your group’s members must be submitted by adding users to your Rubric roster. You will need their ualberta email address to proceed.

Your group will not be required to upload its constitution during reregistration. If your group would like to make amendments to your constitution, these must be reviewed and approved by Student Group Services before your group votes to approve any changes.

Step 4: Complete Registration

Once you have completed required training and compiled the above documents, you can begin working through the registration form.

Check out the full outline of the registration form here!

Deadlines

Please note that deadlines have changed due to the move to Rubric. Deadlines depend on the following factors:

Affiliation deadline - Your group’s registration must be approved by the end of the month following your election month, as written in your constitution. For example, if your constitution says your elections are held in April, your registration must be approved by the end of May. Your group will receive an email the month before your election month and at the beginning of your election month to notify you of this deadline. If your submission is approved, your group will be active, AKA affiliated, until your next deadline!

Missed deadlines - If your registration is not approved by the affiliation deadline, your group will be frozen, AKA disaffiliated. This means that groups with unapproved submissions in the queue after their affiliation deadline will be disaffiliated until their submission is approved. This suspends your student group’s benefits, including event approvals. If your registration is not approved after 1 year from your initial affiliation deadline, your group will be deactivated, and you will not be able to access your club account anymore.

Submissions will only be approved with ALL ACCURATE content. If a submission has any noncompliant or incomplete information, such as a liability form or logo, it will be denied for modification and resubmission. Please keep an eye on your club email inbox for any requests for information to ensure you can respond in a timely manner and maintain your group's recognition!

If you would like to reactivate a student group that was previously deactivated, you will have to first email Student Group Services. Groups that were deactivated before transferring over to Rubric in July 2025 must complete the new group process to join the new platform.

Additional Considerations for Registration

Insurance

Most student groups will not need their own insurance, but if your group is a registered non-profit organization or other legal entity, or is involved with any high risk activities, your group should have its own insurance policy. If your group already has its own insurance, you’ll need to provide proof of this during registration.

For more information on the requirements for student group insurance, please refer to the University of Alberta's website.

Use of University of Alberta Trademarks

Recognized student groups may use the university’s full name or the shortened version “UofA” in the student group name to show its status as a recognized student group at the UofA, but only when the student group name includes “club”, “association”, “student group” or similar designation within it. Please note that “Ualberta” is restricted and student groups may not use it unless they have been granted permission from the Trademarks and Licensing Office.

Student groups may not use the university’s name or logo or any part of the university’s logo in the group’s logo. Student groups may not use any Athletics’ team names or logos or any part of those logos in the group’s name or logo.

• Permitted student group name: University of Alberta Dance Club, Biochemistry Graduate Students’ Association of the University of Alberta
• Prohibited student group name: University of Alberta Panda Fans, UAlberta Robotics
  

If your group currently uses the university's name or logo, you may need a licensing agreement. If you already have a licensing agreement, please provide a copy as part of your submissions to expedite the registration process. If you do not have a copy, please email trademarks@ualberta.ca to obtain one before proceeding.You can learn more here. A list of the U of A’s trademarks may be found at the toolkit page. 

Bank Account

If your group will be handling money, you will need to have a student group bank account. If your group needs to open a new bank account or transfer signing authorities, SGS will be happy to provide you with a verification letter for your bank once all other registration steps have been completed. To obtain a verification letter as part of the reregistration process, please ensure you have the names of the incoming executive team, and outgoing team, if applicable.

Campus Affiliation

If your group is affiliated with a particular Faculty, Department or Unit on campus, you will need to provide us with additional information. Campus affiliation includes, but is not limited to, receiving regular funding from the Faculty, recurring use of Faculty equipment or spaces, advising from University of Alberta staff within the Faculty or Department, etc. You are required to provide contact information for your advisor or other staff member you communicate with.

External Affiliation

If your group is affiliated with an external organization, you will need to provide us with additional information. External affiliation includes, but is not limited to, official partnership or affiliation with a charity, inter/national organization, recognition as a Chapter of a larger organization, receiving or donating funds or materials annually from/to a particular organization or body. You are required to provide a completed External Affiliate Letter, along with contact information for your advisor or other staff member you communicate with.

Please note that a recognized student group and an external affiliate organization must be distinct entities. The executives of a recognized student group may not hold a leadership role in the external affiliate organization.

Frequently Asked Questions

How long does registration review take?

We aim to begin registration review within 2-3 weeks of submission. This can take longer during busier periods, like the Spring, when over half our clubs hold elections and submit registration.

What if I submit my registration form on the day of my group's deadline?

If your registration is not approved by the affiliation deadline, your group will be frozen, AKA disaffiliated. This means that groups with unapproved submissions in the queue after their affiliation deadline will be disaffiliated until their submission is approved. This is due to how Rubric's affiliation/disaffiliation system works, and exceptions can only be made in extreme circumstances, so it is important that you submit registration as early as possible!

What does being "recognized" or "affiliated" mean?

Student groups that have their registration approved are considered "affiliated" on Rubric. Student Group Services uses the terms "active," "registered," "recognized," and "in good standing" to refer to the same concept: a group who has met the requirements for student group recognition for the year, and can now enjoy the perks associated with it!

What does being "frozen" or "disaffiliated" mean?

Student groups that have not had their registration approved by their affiliation deadline are automatically "disaffiliated" by the Rubric platform. We also use the term "frozen," "unregistered," "unrecognized" and "in bad standing" to refer to these groups. These groups have not met the requirements for student group recognition for the year, usually due to missing their deadline to submit registration and remain affiliated, and the perks associated with recognition are suspended.

Find out more about the perks of recognition here!